Administrator | Coningsby

Who we are VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.

What we do We put our Customers and Families First. They are the driving force behind everything we do. We drive forward improvements for them to ensure the service they receive, whether reactive repairs or a major project, is completed safely and on time. In order to achieve this, we have 4 core values: open, caring, agile and collaborative. These are at the heart of everything we do.

Contract: Full Time, Permanent

Location: RAF Coningsby (100% office based, no home working)

Working Hours: 37.5 hours per week, Monday to Friday (8:00AM to 4:30PM)

Be the person who keeps everything moving. Are you an organised, proactive Administrator who enjoys being at the heart of a busy operational team? Do you have a sharp eye for detail, excellent communication skills and the ability to stay calm when priorities change? If so, we have an exciting opportunity for you to join VIVO at RAF Coningsby as an Administrator, supporting the delivery of essential facilities and estate management services across the site.

You’ll be a key part of the site team, helping to keep works progressing, information accurate, suppliers accountable and the day-to-day operation running smoothly. Working closely with the Built Estate Manager, Operations Managers, suppliers, contractors and MOD personnel, you’ll play an important role in ensuring statutory, mandatory and reactive works are delivered safely, efficiently and on time.

About the Role Every day will bring something different. You’ll provide essential administrative and coordination support to the site team, helping to ensure the effective, compliant and timely delivery of departmental duties in line with Government regulatory and statutory requirements, as well as VIVO's Health & Safety and environmental standards.

• A key part of your role will be monitoring Maximo throughout the day for new reactive tasks, ensuring they are allocated to the correct supplier or Operations Manager and following up where necessary.
• You’ll proactively monitor outstanding and overdue jobs, chase suppliers and colleagues for updates, identify upcoming deadlines and make sure actions are progressed promptly.
• You’ll use operational data and reports to identify works requiring mitigation, update records and ensure communications are accurately documented.
• You’ll also check completion information and certificates, scanning and uploading documentation to the relevant works so that jobs can be correctly closed down.
• Where works have failed or further action is required, you’ll ensure Maximo records are updated and the appropriate people are prompted to take action.
• You’ll provide wider administrative support across the site, including managing BPSS paperwork for staff and contractors and raising Guided Buying purchase orders.
• You’ll also support formal management meetings by arranging suitable facilities, confirming site access for non-pass holders, recording attendance, taking accurate minutes and maintaining action logs.
• There will also be plenty of opportunity to take ownership of the practical administration that keeps the site running effectively.
• You’ll coordinate pool car bookings and checks, including servicing, MOTs, station passes and monthly inspections.
• You’ll ensure Health & Safety noticeboards remain current, with safety alerts and bulletins displayed and communicated appropriately to staff.
• You’ll maintain the site induction file, ensuring records are kept up to date and routinely archived, while also checking the visitor register daily to ensure visitors have signed out and records are securely scanned and filed in accordance with GDPR requirements.
• You’ll help ensure that site guides and the emergency grab bag remain up to date, book visitors into the Guard Room and arrange escorts when required.
• You’ll also coordinate meeting rooms and facilities for training and other site activities.
• Alongside this, you’ll support the helpdesk with requests for information, provide accurate data to help resolve customer requirements, assist with complaints and help the wider team deliver an efficient and professional service.
• You’ll be expected to produce and maintain reports using Microsoft Excel, Maximo and other bespoke IT systems, with training provided where required.
• You’ll work in line with VIVO processes and be encouraged to share effective ways of working that could improve the service across the contract.

What you’ll need You’ll have previous experience in an administrative or coordination role, with experience using a CAFM system being highly desirable. Strong IT skills, particularly in Microsoft Excel and Word, are important, as is the ability to use technology to produce and analyse data, maintain accurate records and identify potential issues.

You’ll be proactive in planning your workload, comfortable managing competing priorities and able to remain calm and professional under pressure. Excellent communication skills are essential, as you’ll be building relationships with colleagues, suppliers, contractors, MOD personnel and end users. You’ll have a strong eye for detail and take pride in getting things right.

You’ll be equally comfortable working independently and as part of a small team, using your initiative to identify what needs to be done and taking action without always needing to be asked. Previous coordination experience within a facilities management environment would be highly desirable, as would previous experience working within an MOD environment. This experience would allow you to hit the ground running and understand the unique requirements of working within a Defence estate.

Most importantly, you’ll share VIVO’s commitment to safety, quality, collaboration and continuous improvement, with a genuine desire to learn, develop and contribute to the success of the team. This is your chance to join the team at an exciting stage of that journey, make a real contribution at RAF Coningsby and develop your career within a growing organisation.

Ready to make a difference? If you’re an organised, proactive Administrator who thrives on keeping people, information and processes moving in the right direction, we’d love to hear from you.